JOB CATEGORIES
The types of employees at HEC are as follows:
Full-time employees – those employees whose regularly scheduled workweek is at least 36 hours. These employees are eligible to receive company benefits. Any employee wishing to reduce their weekly hours must submit their request in writing to their department head for consideration.
Part-time employees – those employees whose regularly scheduled workweek is at least 20 hours, but fewer than 36 hours. These employees do receive pro-rated company benefits.
On-call employees – those employees who are called to work a particular shift(s) on an as- needed basis who do not qualify for either full or part time status. These employees do not earn company benefits, but do receive differentials.
Temporary employees – those employees who are hired for brief continuous periods of time, especially during the holidays or summer, usually not to exceed three months. These employees do not earn company benefits.
ON-CALL STAFF EXPECTATIONS
HEC hires many on-call Child Care staff every year. On-call staff provides us with the relief we need when we have vacancies, and when full and part time staff take benefit time off. On-call staff are paid a set hourly rate because they do not have a set schedule, nor do they receive benefits. On-call staff hours may vary week to week and it is the staff’s responsibility to follow campus procedure to schedule hours that are mutually agreeable.
On-call staff are required to work a minimum of one regular shift each pay period and sign up for one “stand by” shift each pay period. On-call staff are encouraged to call more than
one campus to schedule hours, as long as they do not schedule more than 60 hours/week.
Should an on-call staff transfer to a full or part time position with benefits, the staff will be placed on the pay scale that is currently in effect for the new position, based on their educational level and experience.
Because HEC provides services for emotionally disturbed children and adolescents in a challenging work environment, we require that on-call staff schedule hours and receive training on a regular basis as outlined in the agreement.
Working a minimum number of hours each quarter and receiving 24 hours of training annually, helps us make sure that on-call staff are safe and that our students receive high quality care from staff who know them and who are properly trained.
If you are unable to fulfill the requirements for minimum hours worked each quarter, (one 8-hour shift per pay period) or if you do not receive the required number of training hours annually, we will consider you to voluntarily quit your position as an on-call staff at HEC.
VOLUNTEERS
Volunteers can be a great asset to a non-profit organization and are welcomed by HEC. Due to the fact that HEC deals with children and youth who are prime targets for abuse, volunteers are closely screened, supervised, and evaluated. Volunteers are required to follow all policies, procedures and guidelines of the organization and a Background Record Check must be completed prior to commencing their voluntary assignment.
STUDENT INTERNS
Interns, or individuals enrolled in accredited college programs leading to a degree, are welcome at HEC. Generally, an intern is enrolled in a course, which requires real experience in the field. Internships, practica, and fieldwork courses all qualify. Generally, a report or evaluation of the student’s performance is provided to the individual college or university. The intern is seen as an individual who is learning and implementing that learning under the supervision of a qualified staff member. At this time, internships are not paid positions. Stipends may be available, based on fund availability.
Due to the fact that HEC deals with children and youth who are prime targets for abuse, interns are closely screened, supervised and evaluated. Interns are required to follow all policies, procedures and rules of the organization including a Background Record Check, and must complete New Staff Orientation.
ADDITIONAL EMPLOYMENT
HEC expects its employees to put employment at HEC above any other employment the employee may have or obtain. Other employment is acceptable only to the extent that it does not interfere with, or diminish, the employee’s ability to perform their job responsibilities at HEC. This applies equally to an employee seeking overtime at any HEC site in as much as the election to work overtime cannot interfere with an employee’s ability to perform their job responsibilities.
PERSONNEL FILES
Personnel Files on each employee are maintained in the Human Resources Department. This file contains personnel records, evaluations, HEC correspondence, and correspondence from and to government agencies as well as other material.
The employee may comment in writing about material contained in the Personnel File and those written comments shall be attached to and made part of the material in their file.
Upon written request, the Personnel File will be available for examination by the employee. Said examination will be at a time convenient to the employee and the employer. Upon written request, the employee will be provided with a copy of his/her Personnel File at no charge, and the request will be completed within 5 business days of receipt of signed request.
CHANGE OF PERSONAL STATUS
Any change of status (address, telephone number, marital status, dependents, next of kin, etc.) should be reported to the Human Resources Department, in writing, within one week of such change. Many times, these changes of status affect benefits or beneficiaries. We have a limited amount of time (usually 30 days) to make changes with our benefit carriers, so we encourage staff to let us know immediately of any status change.
EMPLOYEE RIGHT NOT TO PARTICIPATE IN CARE AND SERVICES BASED ON CULTURAL/RELIGIOUS GROUNDS
HEC respects its staff member’s cultural values, ethics and religious beliefs and the effect these may have on the care and services provided. HEC will attempt to accommodate employees who give advance notification to their supervisor that they do not wish to participate in an aspect of care or service because of cultural values, ethics, or sincerely held religious beliefs.
Employees are informed during orientation that they may request not to participate in an aspect of care because of cultural values, ethics, or sincerely held religious beliefs. If an employee identifies an aspect of care or service in which he/she wishes not to participate, a request in writing is made. The request must include the cultural, ethical or religious reason, as well as the aspect of care or services from which the staff member wishes to be excused.
The supervisor will review the request to determine whether accommodation is possible. If accommodation is possible the supervisor will notify the employee and others who need to be involved in the accommodation. There will be an understanding that if the accommodation cannot be provided because of undue hardship, the employee will be expected to perform assigned job duties so as not to negatively affect delivery of care or services.
If an accommodation is not possible, the employee will be allowed to explore other job opportunities within the organization where accommodations might be possible. If an employee does not agree to render appropriate care or services in an emergency situation because of personal beliefs, the employee will be placed on a leave of absence from their current position and the incident will be reviewed.
HEC DRIVER CERTIFICATION
In order to insure the highest standards for safety and accountability while transporting students, HEC publishes the HEC Drivers List. Requirements for inclusion on this list include an initial driver’s license abstract review and a bi-annual driver’s license review.
All staff transporting HEC students in an HEC vehicle must be on the HEC Drivers list. Application for inclusion is mandatory for all new hires that currently possess a valid (Massachusetts, New York, Connecticut etc.) drivers license. The HEC driving privilege is valid for two years from the date of issue. The Driver’s Record Review is accomplished through normal channels during the hiring process. Initial training is conducted during On Site Orientation. After participation in the training session and successful review of the driver’s historical abstract, a staff members name will be placed on the list.
HEC has adopted the following recommendations from our insurance company for exclusion from the certified driver’s list:
1. Major Incident within the previous 3 years
2. 3 Minor Incidents within the previous 3 years
3. Any set of circumstances, combination of incidents or other matters warranting exclusion
from the list.
Re-certification for HEC license:
When a license approaches expiration, a staff member may reapply for the HEC license by
completing a request for insurance driving abstract review
Upon review and approval of the insurance abstract, the staff member will be approved for a 2- year extension to the HEC license. The monthly drivers list will include the staff member’s name, date of license issue and expiration date.
Upon review and approval of the original driver’s license abstract, and subsequent bi-annual review, driver license information will be placed in the employee’s personnel file.
Management/Supervisor/Maintenance Requirement:
All supervisors are required to have a HEC Driver’s License and will transport students, staff and provide other driving related services as requested by their supervisor using agency vehicles. Vehicles include cars, vans and trucks that do not require a special license to operate.
Supervisory staff must possess a valid Northeast region driver’s license and have successfully been awarded a Hillcrest Driver’s License. Supervisory staff who have a driver’s license but who have not successfully received a HEC license must provide a corrective action plan to the Program Director within 30 days of notification of failure to obtain HEC license. If the corrective action plan is approved by the PD, the staff will have 90 days to implement the corrective action plan and to obtain a HEC license.
Failure to comply with this directive will result in transfer to a position that does not require staff to drive HEC vehicles. Staff are required by policy to report to their supervisor, who will then report to HR, any driving infractions or accidents so that their HEC license can be re-evaluated.
Supervisors include:
Assistant Supervisors, Supervisors, Campus Administrators, Senior Management Team, Department Heads and Maintenance Staff.
MILEAGE REIMBURSEMENT
HEC will agree to reimburse the employee for pre-approved mileage when using a personal vehicle for HEC business. Reimbursement requests must be submitted on a monthly basis. Tolls will also be reimbursed if accompanied by a receipt. Mileage will not be paid for travel to and from the job site from home or to home from the job site. It is expected that the employee, for
his/her protection, will hold more than adequate liability insurance on his/her vehicle. A
minimum of $100,000/$300,000 is recommended.
WORK AT HOME POLICY
Under very controlled situations, Program Directors, with Executive Vice President approval, may allow professional staff the opportunity to work at home on specific assignments. Since Professional staff supervise or work directly with the students, these requests can only be handled on an occasional basis.
All requests should be made to the Program Director and must include an outline of the work to be done and the rationale for performing the work at home. At this time, the Program Director and the employee will set parameters for the amount of time the project will take. If the work is to be done at home during normal work hours, time normally involved in travel to and from the home will not be counted as work hours. If the project is to be done outside normal work hours, an agreement on flex time will be discussed.
Director level positions with no direct care or supervisory responsibility may be granted more flexibility in the amount of time that work can be performed at home. Management staff will coordinate schedules with their supervisor and will agree to review the schedule as often as needed based on HEC needs. Under no circumstances will a regular schedule be created where a set number of hours are worked at home. The schedule must remain flexible to accommodate
the needs of the agency.
HEC will consider work at home arrangements, where operationally feasible, as a possible reasonable accommodation for otherwise qualified employees with a disability.
DAMAGE TO PERSONAL PROPERTY
HEC will not be responsible for the loss or damage of an employee’s personal property that is not necessary for the performance of their official duties (jewelry, unapproved electronic equipment, etc.).
In certain instances (torn clothing, broken eyeglasses, approved electronic equipment, etc.), HEC may pay for the repair or replacement of the item(s) providing the appropriate documentation is provided.
If you have personal property damaged by a student, WITHIN 48 HOURS OF THE INCIDENT
you must:
• Complete a report of property damage (including any witness statements);
• Attach the student incident report;
• Give the paperwork/documentation to your Program Director/Manager (or designee). Your Program Director/Manager (or designee) will determine the action the Agency may take.
DAMAGE TO PERSONAL VEHICLES
HEC will not be responsible for alleged damage to staffs’ personally owned vehicles while parked on HEC property unless there is documented evidence that a student under HEC’s care caused the damage to the staff’s vehicle.
If you believe your personally-owned vehicle has been damaged by a HEC student and it is during normal business hours (Monday to Friday, between 8:00 a.m. and 5:00 p.m.), WITHIN
48 HOURS OF THE INCIDENT you must:
• Provide documentation, in written form, by all staff that witnessed the incident;
• Complete a report of property damage as the owner of the vehicle;
• Attach the student incident report;
• Give all documentation to your Program Director/Manager (or designee).
• Program Director/Manager (or designee) will assist staff in providing or preparing any of the required documentation.
• Your Program Director/Manager (or designee) will forward all information to the Vehicle
Maintenance Manager.
If you believe your personally owned vehicle is damaged after normal business hours the Vehicle
Maintenance Manager must be contacted by leaving a message at (413) 637-2834, ext. 240.
An investigation will be conducted by the Vehicle Maintenance Manager and either HEC or its insurance carrier may respond to repair the damage if clear liability was established. (The Vehicle Maintenance Manager will supply a copy of the property damage incident documentation to the Business Office for filing with our insurance carrier if/as needed.)
If clear liability is established:
• The Vehicle Maintenance Manager will direct the employee to an approved automobile repair shop to receive an estimated repair cost;
• The repair shop will send the estimate directly to the Vehicle Maintenance Manager;
• The employee will be contacted by the Vehicle Maintenance Manager and be instructed to have the damage repaired within 60 days;
• The employee has the option of having the repairs done at the approved repair shop or at a repair shop of their choice, but at a cost not to exceed the original estimate from the
approved repair shop;
• If the employee opts to use a repair shop of their choice and the cost of the repairs is less
than the original estimate from the approved repair shop, HEC will pay only the actual cost incurred;
• Reimbursement for the damage repairs will be made directly to the repair shop and not to the employee;
• Damage not repaired within 60 days will not be paid for.
Damage that appears on vehicles, but is not witnessed by a staff, may not be covered by HEC.
Damage that appears on vehicles, but is not reported within 48 hours may not be covered by HEC.